hawaii all dhs reports on stim spending 1209

8/14/2019 Hawaii All DHS Reports on Stim Spending 1209

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Presentation to the LegislativeFederal Economic Stimulus Program

Oversight Commission

Hawaii Department of Human Services

December 15, 2009

Henry Oliva, Deputy Director


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DHS Summary

$183,731,666 awarded as of September 30,

2009

8 Notifications of Awards

1 Application pending (BESSD/TANF)

No applications denied


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Funding Sources

Department of Health and Human Services -

Center for Medicare and Medicaid Services(CMMS)

$171,369,03

Department of Health and Human Services -

Administration for Children and Families(ACF)

$ 6,448,715

$ 1,865,383$ 365,640 $ 8,679,73

Department of Agriculture Food & Nutrition

Service (FNS)

$ 1,102,94

Department of Education - Office of SpecialEducation and Rehabilitation Services(OSE/RS)

$ 2,249,150$ 87,883

$ 242,913 $ 2,579,94


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Award Purposes

Most are supplemental funds to existing programs

Medicaid Federal Medical Assistance Percentage Increasedunemployment rate

CCDF - Child Care Development Funding for childcare

subsidies and quality improvement

Child Protective Service Payments Funding for payment

programs in CWS to ensure safety and permanency of

children in in-home and out of home placements

SNAP - Additional funding for Food Nutrition

VR Services Support for statewide VR State Plan for FY 2009-

2010 and funding for independent living services to our

disabled population


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Clients Served

MQD FMAP 234,699 individuals

Child Care Subsidies 7,700 families

IV-E Adoption Assistance 3,833 children

IV-E Foster Care Payments 4,267 children

SNAP Outreach 300 applications

VR (3) 636 individuals

(58 students)


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Sub-recipients

Largest group to benefit from DHS ARRA

funding are direct client payments

Private sector and non-profit social service

delivery agencies also receive some ARRA

funds

DHS absorbs some administrative overheadfor ARRA grants management maximizing

available funding for the community


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Internal Controls

DHS ARRA Oversight Workgroup

ARRA Coordinator DHS ARRA Team:

Convenes monthly or as needed

Recommends corrective actions on issues, provides internaltechnical support, identifies best practices, and ensures

regulatory compliance

Consultation with SPO as necessary

Escalates issues as needed

Division Administrator Contracts Specialist

Grants Manager Procurement Officer

Fiscal Officer Accounting Specialist


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Internal Controls, contd

ARRA-related expenses are identified for fast

tracking Vfund designation

Identified each grant for special handling

Record-keeping is segregated

Account reconciled to Financial And ManagementInformation System (FAMIS State accounting

system)


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Public Input

Child Care Grant

Child Care Advisory Committee and Early LearningCouncil informed of grant requirements

VR Grants

Provided through established councils focused on

Independent Living Public hearing on FFY 2009-2010 State Plan held

May 2009


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Inter-Departmental Collaborations

MQD FMAP Department of Health and Department of

Education

Most funds provided for specific purposes


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ARRA Section 1512 of the Act

Reporting Requirements

A Comprehensive list of programs subject to federal reporting

Four (4) were identified

Other programs identified as not being subject to the

reporting guidelines

Additional exceptions are entitlement or other mandatory

programs, loan guarantees and awards to individuals also

were not subject to the reporting requirements

The department has four (4) that are in this group

Although not required under ARRA Section 1512 reporting, each

program must still meet Federal compliance reporting requirements


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Lessons Learned

Federal

Grants.gov not 100% reliable for timely information Subject-matter expert areas need to continually

review federal agency communications

State Implementation of early awards delayed due to

evolution of requirements Ensure registration with Federal grants system well in

advance to facilitate reporting and application


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Questions and Follow-up

Henry Oliva

Deputy Director

Hawaii Department of Human Services

(808) 586 4999

[email protected]


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LEGISLATIVE FEDERAL ECONOMIC STIMULUS PROGRAM OVERSIGHT COMMISSION

ACT 150, SESSION LAWS OF HAWAII 2009

HAWAII STATE CAPITOL415 S. BERETANIA STREET, ROOM 206

HONOLULU, HAWAII 96813808.586.7344 (PHONE)

808.586.7348 (FAX)www.capitol.hawaii.gov

Department of Human Services Med-QUEST Division

HMS -401

Award ID 05-0905HIARRA

CFDA 93.778

ARRA quarterly grant awards provide the increased Federal Medical Assistance Percentage (FMAP)amounts in addition to the regular grant awards that the program receives from the Centers for Medicareand Medicaid Services (CMS). This temporary increase in the funds that the Federal Governmentcontributes toward Hawaiis Medicaid program is meant to protect people whose eligibility for Medicaidmight otherwise be at risk if State budget shortfalls result in Medicaid cutbacks. This investment willalso generate considerable state economic activity, jobs and wages.

DEPARTMENT/AGENCY QUESTIONNAIRE

Instructions: Please use this MS Word document as a template, entering your answers belowthe corresponding number/letter. The commission is cognizant of the numerousreporting requirements of ARRA and does not wish to burden your Department oragency with duplicative requests for information where possible. Please useinformation that you have all ready reported to the Federal government, asapplicable.

If a question is not applicable please indicate N/A. The information requestedunder question 1 should be answered under each item for each group/category orprogram/project. However, Questions 2 and 3 need not be answered for eachgroup/category or program/project.

1. For each group/category or program/project for which ARRA funds have been obtained,please provide the following information:

(a) A brief summary of the program/project, including goals;

HMS 401 Health Care Payments - Medicaid is a federal program created byCongress in 1965 that, along with state matching funds, provides access to medical care for thelow-income population. The State Medicaid program provides health insurance through twomajor managed care programs called QUEST and QUEST Expanded Access (QExA) for over230,000 individuals. Other Medicaid programs include the Medicaid Fee for Service, QUEST-Net, QUEST-ACE, Transitional Medical Assistance (TMA), Childrens Health InsuranceProgram (CHIP), Federal and State-funded coverage of Breast and Cervical Cancer treatments,and Special Programs for Medicare Beneficiaries. Currently, the program has an annual budgetof over $1.3 B in federal and state funds. The ARRA funds provide state fiscal relief with atemporary increase in the Medicaid Federal Medical Assistance Percentages (FMAP), basedprimarily on the states unemployment rates.
http://www.capitol.hawaii.gov/http://www.capitol.hawaii.gov/http://www.capitol.hawaii.gov/


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(b) Whether funds were appropriated for expenditure by a federal agency, wereawarded as a formula/block grant to a State or county agency, or were awarded ona competitive grant basis;

ARRA quarterly grant awards provide the increased FMAP percentage amounts inaddition to the regular grant awards that the program receives from the Centers forMedicare and Medicaid Services (CMS).

(c) Whether matching funds are required, and, if so:(i) Are they available; Additional funding has been provided by the 2009Legislature.(ii) Have they been secured; Appropriated in the FB 2009 2011 bienniumbudget.(iii) If they have not been secured, why not; N/A

and(iv) Will the State be required to continue that match or provide increased/full

funding in the future; The state matching amount decreased fromapproximately 45.89% to 32.65 % during most of the ARRA stimulusperiod (nine quarters starting 10/1/2008) that ends December 31, 2010.

(d) If there are additional requirements to receive funds, what are they ?

There are additional requirements for a state to meet to be eligible for theincreased FMAPs. They are:

1. The states unemployment level increased at least 1.5 % points.2. State must maintain the level of maintenance of effort (MOE) (eligibilitystandards, methodology or procedures) under its state plan or any waiver that wasin place as of June 1, 2008 during the ARRA stimulus period.3. The State meets the prompt pay requirements.4. State cannot use any amounts attributable (directly or indirectly) to theincreased FMAP to be deposited or credited into any reserve or rainy day fund ofthe State.4. State cannot require any political subdivision to pay a greater percentage of thenon-federal share of Medicaid expenditures.

(e) The amount of funds involved and the state/federal fiscal year within which thefunds must be expended (e.g. SFY 2009-2010 or FFY 2009-2010); Quarterlyawards must be expended within the federal fiscal year period in which they areawarded.

(f) What criteria were used to identify the program/project as a priority and how doesthe program/project meet them; N/A


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(g)Efforts undertaken to coordinate application for funds and administration of theprogram/project, including expenditure of funds, with other federal, state, and countyagencies;

Funding levels were appropriated by the 2009 Legislature to the state Med-QUESTDivision, Department of Human Services and other state departments affected by ARRAMedicaid funding. The MQD worked with affected state departments (mainly theDepartments of Health and Education) related to the increased ARRA FMAP tocoordinate expenditures, claims and other requirements.

(h) The criteria used to select activities for the program/project; N/A

(i) Efforts made to provide public notice and seek public comment/input or, if publiccomment/input was not sought, why; Legislative public hearing process

(j) Efforts made during the bidding/award process to ensure that it was transparentand that the funds were awarded based on merit and in a prompt, fair, andreasonable manner; N/A

(k) Measures employed to: (1) reduce duplication of efforts, (2) ensure that fundswere used for authorized purposes, and (3) prevent cost overruns, fraud, waste,error, and abuse; Regular CMS quarterly reporting requirements include separateARRA financial reporting requirements.

(l) Current status of the program/project, including percentage of awarded funds that

have been obtained, percentage of awarded funds encumbered and/or expended,and what part(s) of program/project have been completed; Awards made on aquarterly basis at the same time as the regular CMS funding awards.

and

(m) Actual or anticipated economic impact to the State of the program/project,including the number of jobs saved/created and the long-term public benefits ofthe program/project. Increased ARRA FMAP funds are used for the MedicaidProgram as well as other state programs. As of September 30, 2009, ARRAawards total $146,909,647 of which approximately $146,542,735 has been

expended.

2. For other programs/projects, if ARRA funds, such as competitive grants, were availablefor a program/project but were not sought or were denied, please briefly describe why thefunds were not sought or why they were denied. N/A


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3. Please describe:

(a) Any legal/operational barriers/constraints encountered in the award, receipt,

encumbrance, or expenditure of funds, including procurement, late/delayedfederal guidance, and reporting requirements; One MOE issue was corrected inJune 2009 to maintain Hawaiis compliance with the Federal governmentrequirements.

(b) The effect of those barriers/constraints; and Drawing down of Federal ARRAfunds were delayed until the June 2009 quarter.

(c) If and how they were mitigated. Administrative rules were amended to maintainHawaiis eligibility for ARRA funds.


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Department of Human Services BESSD DivisionEPARTMENT/AGENCY

QUESTIONNAIRE

Instructions: Please use this MS Word document as a template, entering your answers belowthe corresponding number/letter. The commission is cognizant of the numerous

reporting requirements of ARRA and does not wish to burden your Department oragency with duplicative requests for information where possible. Please useinformation that you have all ready reported to the Federal government, as

applicable.

If a question is not applicable please indicate N/A. The information requested under question 1should be answered under each item for each group/category or program/project.

However, Questions 2 and 3 need not be answered for each group/category orprogram/project.

ARRA Award ID: G0901HICCD7CFDA #:93.713

Program Description: Award funds are used to pay for child care subsidies to eligible families toenable them to pursue employment, education and training, and to improve the quality of child

care to support the health and well-being of children




The ARRA funds for the Child Care and Development Block Grant (CCDBG),Child Care and Development Fund (CCDF) Discretionary Grant Award funds areused to pay for child care subsidies to eligible families to enable them to pursueemployment, education and training, and to improve the quality of child care tosupport the health and well-being of children


The funds were warded as a Block Grant.

(c) Whether matching funds are required, and, if so:(i) Are they available;(ii) Have they been secured;

Formatted: No underline

Formatted: Centered

Formatted: Centered, Space After: 0 pt, Linespacing: single

Formatted: Font: Bold


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(iii) If they have not been secured, why not; and(iv) Will the State be required to continue that match or provide increased/full

funding in the future;

Not Applicable.

(d) If there are additional requirements to receive funds, what are they;Not Applicable.

(e) The amount of funds involved and the state/federal fiscal year within which thefunds must be expended (e.g. SFY 2009-2010 or FFY 2009-2010);

The Department received $6,448,715 and we must obligate the funds bySeptember 30, 2010 and liquidate the funds by September 30, 2011.

(f) What criteria were used to identify the program/project as a priority and how doesthe program/project meet them;

The program priorities are set by the Federal law.

(g) Efforts undertaken to coordinate application for funds and administration of theprogram/project, including expenditure of funds, with other federal, state, andcounty agencies;

The Department is the Single State Agency responsible for the administration of

the funds. We are complying with all the Federal requirements.

(h) The criteria used to select activities for the program/project;

The funds can only be used for child care subsidies and improvement of quality ofchild care.

(i) Efforts made to provide public notice and seek public comment/input or, if publiccomment/input was not sought, why;

The ARRA funds can only be used for the purposes providing child care subsidiesand improving the quality of child care. The Department informed the Child CareAdvisory Committee and the Early Learning Council of these requirements.

(j) Efforts made during the bidding/award process to ensure that it was transparent

and that the funds were awarded based on merit and in a prompt, fair, andreasonable manner;


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Not Applicable.

(k) Measures employed to: (1) reduce duplication of efforts, (2) ensure that fundswere used for authorized purposes, and (3) prevent cost overruns, fraud, waste,error, and abuse;

The Department is designated by the Governor as a Single State Agencyresponsible for the administration of CCDBG. The child care subsidies areauthorized and issued through an electronic case management and paymentprocessing system (HANA) by the DHS staff. In the case of TANF recipients andother low-income recipients the payments are issued by our contractors.

(l) Current status of the program/project, including percentage of awarded funds thathave been obtained, percentage of awarded funds encumbered and/or expended,and what part(s) of program/project have been completed; and

Currently, $5.2 million of the $6,448,715 (approximately 81%) has beenexpended from the ARRA funds to cover the budget shortfalls in our child carepayment program. We plan to utilize the remaining funds to pay for existingchild care quality efforts.

(m) Actual or anticipated economic impact to the State of the program/project,including the number of jobs saved/created and the long-term public benefits ofthe program/project.

The ARRA requirements for CCDBG funds do not require or expect job creation.

However, it does assist our low-income families through the provision ofsubsidies to expand or continue to provide services to children and families facingdifficult economic times.

2. For other programs/projects, if ARRA funds, such as competitive grants, were availablefor a program/project but were not sought or were denied, please briefly describe why thefunds were not sought or why they were denied.

Not Applicable.

3. Please describe:

(a) Any legal/operational barriers/constraints encountered in the award, receipt,encumbrance, or expenditure of funds, including procurement, late/delayedfederal guidance, and reporting requirements;

Not Applicable.


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(b) The effect of those barriers/constraints; and

Not Applicable.

(c) If and how they were mitigated.Not Applicable.


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Department of Human ServicesHMS 303

Award # ACYF CB-PI-09-03CFDA# 93-659


(a) A brief summary of the program/project, including goals;Adoption Assistance- Title IV-E funds.

This payment program supports the overall goal of the Child Welfare Services (CWS)

Branch to ensure the safety and permanency of children in their own homes, or, when

removal is necessary, in out-of-home placements. By setting and maintaining

reimbursement rates for childrens basic living costs, the program gives adoptive

substitute caretakers the means to provide an adequate standard of living for children in

their care.

The program meets its goal by providing payments to support subsidies to facilitate

adoption for children with special needs. Payments also cover basic daily living needsand other essentials such as clothing, transportation to school


The Foster Care- Title IV-E funds were awarded as a block grant to the State.

(c) Whether matching funds are required, and, if so:(i) Are they available;(ii) Have they been secured;(iii) If they have not been secured, why not; and(iv) Will the State be required to continue that match or provide increased/full


No matching funds are required.


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(d) If there are additional requirements to receive funds, what are they;

NA


The State was awarded the following funds:

Adoption Assistance $1,865,383

(f) What criteria were used to identify the program/project as a priority and how does

the program/project meet them;

NA


NA


NA


The funds were provided for a specified purpose.

(j) Efforts made during the bidding/award process to ensure that it was transparentand that the funds were awarded based on merit and in a prompt, fair, andreasonable manner;

NA


NA


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(l) Current status of the program/project, including percentage of awarded funds thathave been obtained, percentage of awarded funds encumbered and/or expended,

and what part(s) of program/project have been completed; and

The funds have been obtained and the following expenditures made as of 9/30/09:

Adoption Assistance $1,697,431.


NA


NA

3. Please describe:


encumbrance, or expenditure of funds, including procurement, late/delayedfederal guidance, and reporting requirements;

The funds must be expended for foster board or adoption assistance payments.


NA

(c) If and how they were mitigated.NA


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Department of Human Services

HMS 303Award # ACYF CB-PI-09-03

CFDA# 93-658



Foster Care- Title IV-E funds.

This payment program supports the overall goal of the Child Welfare Services (CWS)

Branch to ensure the safety and permanency of children in their own homes, or, when

removal is necessary, in out-of-home placements. By setting and maintaining

reimbursement rates for childrens basic living costs, the program gives substitute

caretakers the means to provide an adequate standard of living for children in their

care.

The program meets its goal by providing payments to support the following: foster care,

emergency shelter, children living with permanent custodians or legal guardians, foster

youth attending higher education, and subsidies to facilitate adoption for children with

special needs. Payments also cover basic daily living needs and other essentials such as

clothing, transportation to school, and visitation services to facilitate reunification or to

prevent out-of-home placement.


The Foster Care- Title IV-E funds were awarded as a block grant to the State.

(c) Whether matching funds are required, and, if so:(i) Are they available;(ii) Have they been secured;


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(iii) If they have not been secured, why not; and(iv) Will the State be required to continue that match or provide increased/full




NA


The State was awarded the following funds:

Foster care $365,640


NA

(g) Efforts undertaken to coordinate application for funds and administration of theprogram/project, including expenditure of funds, with other federal, state, and

county agencies;

NA


NA


The funds were provided for a specified purpose.


NA


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NA


The funds have been obtained and the following expenditures made as of 9/30/09:

Foster Care $321,823.


NA


NA

3. Please describe:


The funds must be expended for foster board or adoption assistance payments.


NA

(c) If and how they were mitigated.NA


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Department of Human Services BESSD Division

ARRA Award ID: 7HI440HI4

CFDA #: 10.561

Program Description: The Supplemental Nutrition Assistance Program (SNAP) is thecornerstone of the Nations nutrition safety net. SNAP helps low-income people and familiesbuy the food they need for good health.




The Supplemental Nutrition Assistance Program (SNAP) is the cornerstone of theNations nutrition safety net. SNAP helps low-income people and families buythe food they need for good health. It is the SNAPs goal in Hawaii to ensure thatevery eligible individual or household is receiving these important benefits andthat those benefits are provided in a timely, accurate, and dignified manner.

(b) Whether funds were appropriated for expenditure by a federal agency, wereawarded as a formula/block grant to a State or county agency, or were awarded on

a competitive grant basis;

Awarded as a formula block grant.

(c) Whether matching funds are required, and, if so:(i) Are they available;(ii) Have they been secured;(iii) If they have not been secured, why not; and(iv) Will the State be required to continue that match or provide increased/full


Matching funds not required.

(d) If there are additional requirements to receive funds, what are they; None


FFY 2009 = $548,627 must be expended by 12/31/09


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FFY 2010 = $554,322 must be expended by 12/31/10



N/A


N/A


The ARRA funds are being used to fund budget shortfalls in contract obligations,purchase equipment necessary for video conferencing, and to fund new SNAPinitiatives in Outreach and telephone interviewing.


Public notice was provided for the Outreach initiatives to secure contractorservices.


All Requests for Information were posted on the SPO website as required.


All contracts are closely monitored by a program specialist to ensure contract

compliance.


All funds for FFY 2009 have been expended. We are in the process ofencumbering approximately 60% of the FFY 2010 funds for Outreach and


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Nutrition Education contracts. The remaining ARRA funds will be obligated andexpended at a later date for purchases related to the Disaster SNAP program.


No direct creation of jobs, although contracted agencies have hired staff to fulfilloutreach services for the contract period. Ensuring that every Hawaii resident thatis eligible for SNAP is actually receiving this important benefit is economicallybeneficial to the applicants household, but is also an economic benefit to thecommunity as per USDA research every $5 in new SNAP benefits generates$9.20 in additional community spending.


N/A

3. Please describe:



(c) If and how they were mitigated.


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Vocational Rehabilitation and Services for the Blind Division

December 4, 2009

ARRA Award Number: H390A090015

CFDA Number: 84.390

Program Description: Vocational Rehabilitation Services for Individuals With Disabilities



Assist in operating statewide comprehensive, effective, efficient and accountableprograms of vocational rehabilitation, which are an integral part of a statewideworkforce investment system; and designed to assess, plan, develop and providevocational rehabilitation services for individuals with disabilities, consistent withtheir strengths, resources, priorities, concerns, abilities, capabilities, interests,and informed choice, so that such individuals may prepare and engage in gainfulemployment.



ARRA Award Number H390A090015 was awarded as a formula grant.

(c) Whether matching funds are required, and, if so:Matching funds are not required.

(i) Are they available;(ii) Have they been secured;(iii) If they have not been secured, why not; and

(iv) Will the State be required to continue that match or provide increased/fullfunding in the future;


There are no additional requirements to receive funds.


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The total amount of the award is $2,249,150.00 all of which has been receivedand must be expended by FFY 2010 2011.


The programs/projects listed in the FFY 2009 2010 State Plan which wasapproved by the Rehabilitation Services Administration, RSA, was the criteriaused to identify the programs/projects.

(g) Efforts undertaken to coordinate application for funds and administration of the

program/project, including expenditure of funds, with other federal, state, andcounty agencies;

N/A


The FFY 2009 2010 State Plan was based upon the annual statewidecomprehensive needs assessment, input from the Public and the StateRehabilitation Council.


A public hearing on the FFY 2009 2010 State Plan was held in May 2009.


Participated in ARRA Federal training/webinars, closely monitoring guidelinesfor this specific grant award, VR, to maintain transparency and compliance with

Federal Act.


N/A


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December 4, 2009


CFDA Number: 84.399

Program Description: Independent Living Services for Older Individuals Who Are Blind



A state program to provide independent living services to older individuals who are blind,

conduct activities that will improve or expand such services and help improve public

understanding of the problems of such individuals.

(b) Whether funds were appropriated for expenditure by a federal agency, wereawarded as a formula/block grant to a State or county agency, or were awarded on a competitivegrant basis;

Awarded as a formula grant.

(c) Whether matching funds are required,

Yes required.

and, if so:Are they available; Yes.(ii) Have they been secured; Yes.If they have not been secured, why not; N/A.and

Will the State be required to continue that match or provide increased/full fundingin the future; match is required until ARRA funds are used in full for projectsdesignated.No.

(d) If there are additional requirements to receive funds, what are they; N/A.


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$87,883.00


Following ARRA guidelines of services to be provided and maintaining compliance with theFederal Rehabilitation act.

(g) Efforts undertaken to coordinate application for funds and administration of theprogram/project, including expenditure of funds, with other federal, state, and county agencies;N/A


Based on Rehabilitation Act and Older Individuals who are Blind (OIB) grant requirements.


Federally the designated agency is required to seek public input through established statecouncils focused on Independent Living services; this was done.

(j) Efforts made during the bidding/award process to ensure that it was transparentand that the funds were awarded based on merit and in a prompt, fair, and reasonable manner;N/A

(k) Measures employed to: (1) reduce duplication of efforts, (2) ensure that fundswere used for authorized purposes, and (3) prevent cost overruns, fraud, waste, error, and abuse;

Participated in ARRA Federal training/webinars, closely monitoring guidelines for this specificgrant award; to maintain transparency and compliance with Federal Act.


have been obtained, percentage of awarded funds encumbered and/or expended, and what part(s)of program/project have been completed; and

100% of the ARRA funds have been received. Project has been completed and all funds havebeen used as of ending quarter 9/30/2009.


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(m) Actual or anticipated economic impact to the State of the program/project,including the number of jobs saved/created and the long-term public benefits of theprogram/project.

2.0 FTE saved. OIB consumers served have gained independent living skills allowing for familymembers to return to gainful employment and reduce cost of care due to the independence ofindividual now enabled to live independently or within family home rather than care facility.

2. For other programs/projects, if ARRA funds, such as competitive grants, were availablefor a program/project but were not sought or were denied, please briefly describe why the fundswere not sought or why they were denied.N/A

3. Please describe:

N/A

(a) Any legal/operational barriers/constraints encountered in the award, receipt,encumbrance, or expenditure of funds, including procurement, late/delayed federal guidance, andreporting requirements;No.

(b) The effect of those barriers/constraints; andN/A

If and how they were mitigated.N/A


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December 4, 2009


CFDA Number: 84.398

Program Description: Independent Living Services to Individuals with Significant

Disabilities



A state program to provide independent living services to individuals with significant

disabilities, support the operation of centers for independent living and the Statewide

Independent Living Council, provide training on the independent living philosophy and outreach

to unserved and underserved populations, conduct studies and analysis and present information

to policymakers to enhance independent living services, and support activities that increase the

capacity of independent living service providers.

(b) Whether funds were appropriated for expenditure by a federal agency, were

awarded as a formula/block grant to a State or county agency, or were awarded on a competitivegrant basis;

Awarded as a formula grant.

(c) Whether matching funds are required,No.and, if so:

(i) Are they available; N/A.(ii) Have they been secured; N/A.If they have not been secured, why not; N/A.andWill the State be required to continue that match or provide increased/full fundingin the future; match is required until ARRA funds are used in full for projectsdesignated. N/A

(d) If there are additional requirements to receive funds, what are they; N/A.


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Total received: $242,913.00


Using goals and Priorities set forth in the State Independent Living Plan, which are determinedthrough an annual statewide comprehensive needs assessment. Maintaining compliance with theFederal Rehabilitation act.

(g) Efforts undertaken to coordinate application for funds and administration of theprogram/project, including expenditure of funds, with other federal, state, and county agencies;

To serve according to the Rehab Act, internal agency resources were first determined and thenproper state procurement processes were used to retain specific services needed to completeprojects.


Based on Rehabilitation Act and Independent Living plans goals and priorities.


Federally the designated agency is required to seek public input through established councilsfocused on Independent Living services; this was done.

(j) Efforts made during the bidding/award process to ensure that it was transparentand that the funds were awarded based on merit and in a prompt, fair, and reasonable manner;

Followed State Procurement guidelines.

(k) Measures employed to: (1) reduce duplication of efforts, (2) ensure that fundswere used for authorized purposes, and (3) prevent cost overruns, fraud, waste, error, and abuse;

Participated in ARRA Federal training/webinars, closely monitoring guidelines for this specificgrant award to maintain transparency and compliance with Federal Act.

(l) Current status of the program/project, including percentage of awarded funds thathave been obtained, percentage of awarded funds encumbered and/or expended, and what part(s)of program/project have been completed; and


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100 % of funds have been received; $13,821.30 has been expended and less than 25 % ofprojects have been completed.

(m) Actual or anticipated economic impact to the State of the program/project,including the number of jobs saved/created and the long-term public benefits of theprogram/project.

The long term affects of the projects is the abilities of individuals with disabilities to live andwork independently. This in turn creates gainful employment, tax paying citizens no longerliving on social welfare and full integration into community through a quality of independent andinterdependent life styles.

2. For other programs/projects, if ARRA funds, such as competitive grants, were availablefor a program/project but were not sought or were denied, please briefly describe why the funds

were not sought or why they were denied.N/A

3. Please describe:N/A

(a) Any legal/operational barriers/constraints encountered in the award, receipt,encumbrance, or expenditure of funds, including procurement, late/delayed federal guidance, andreporting requirements;No.


N/AIf and how they were mitigated.N/A


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Presentation to the Legislative

Federal Economic Stimulus Program

Oversight CommissionDecember 15, 2009

Hawaii Public Housing Authority

Federal Capital Fund Grant Program

Grant no. HI08S000150109 CFDA #14.885


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HPHAs Grant Summary

Capital Fund Program Grant

Grant amount $16,245,443, awarded to HPHA

March 18, 2009

Grant award no. HI08S000150109

CFDA no. 14.885


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Award Purposes

Capital repairs to low-income public housing

developments and construction managementcosts

Majority of the funds will target 6 publichousing sites on Oahu, Maui, Hawaii

Priorities include rehabilitation of unit repairs;

projects in the 5-year Capital Fund Plan;projects identified in HPHAs physical needsassessment


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Public Input/Comments

HPHA complied with regulatory comment

requirements for the Capital Funds Accepted public testimony at its regular

monthly Board meeting

Accepted comments from its ResidentAdvisory Board and the general public on the

Five Year and Annual PHA Plan

Published a notice in the newspaperrequesting public comments on proposed uses


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Internal Controls

ARRA Coordinator Reports to the Office of the Executive Director

Reports all obligations and expenditures to the U.S. Departmentof Housing and Urban Development monthly

Coordinates all responses on ARRA related issues

Capital Planning ARRA Coordinator, Fiscal, Procurement Officer, Property

Management, Construction Management

Meet monthly to review projects, updates, compliance issues,and corrective actions

Board of Directors adopted/amended the HPHAs Statement ofProcurement Policy to comply with ARRA requirements

Department of the Attorney General provided specificcontractual language to comply with ARRA requirements


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Internal Controls (cont.)

Awarding Agency: U.S. HUD Oversight

Requires Five Year and Annual Plan adopted by the Board, after public

hearings on the plan

Requires prior HUD review and approval on all contracts and payments

Requires reporting on FedReporting.Gov and RAMPS, and the regular

monthly financial reporting to HUD via electronic submittals

Conducting field audit of HPHA to be completed by the end of

December 2009

Fiscal Review The HPHA will manage ARRA funds using the FAMIS Financial And

Management Information System (FAMIS State accounting system)

and HUD electronic Line of Credit Control system

HPHA will use a specific account code to designate funds as ARRA


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Status Update

Hale Hauoli: Bid opening January 2010

Exterior/site improvements, ADA and interior repairsfor 9 residential buildings and community building

Honokaa, Hawaii

Family Project

Total Units: 40

24 Studio

16 one-bedroom


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Status Update (cont.)

Kahekili Terrace. Bid opening January 2010

physical improvements: replacement of solar hot watersystems, roof repairs, exterior repairs, plumbing, electrical

Wailuku, Maui

Family Project

Total Units: 8212 one-bedroom

22 two-bedroom

36 three-bedroom

12 four-bedroom


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Kaimalino & Kealakehe. Contract Execution

January 2010 physical improvements: roof repairs,interior repairs, site improvements

Kailua-Kona, Hawaii

Family Projects

Kaimalino: 40 units

Kealakehe: 48 units


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Kalanihuia. Bid opening January 2010

Roof and elevator lobby improvements

Honolulu, Oahu

Elderly High Rise

Total Units: 151

60 Studio units

90 one-bedroom1 three-bedroom


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Makani Kai Hale. Bid opening January 2010

Physical improvements: roof replacement, interior and,exterior repairs

Waiehu, Maui

Family Project

Total Units: 29

All three-bedroom units


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Makua Alii. Bid opening January 2010

Exterior spalling repairs, roof replacement, unit repairs

Honolulu, Oahu (Kalakaua Ave.)

Elderly High Rise

Total Units: 211

210 one-bedroom

1 three-bedroom


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Lessons Learned

Federal Grants.gov not 100% reliable for timely information HPHA received information from several industry

associations, not necessarily from the granting agency

State Implementation of awards delayed due to evolution of

reporting requirements


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Questions and Follow-up

For Further Information:

Alan Sarhan

Planning and Evaluation Office

Hawaii Public Housing Authority

(808) 832-4690


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DEPARTMENT OF HUMAN SERVICES - Award ID: S09-DY-15-0001

Program: Homeless - CFDA#: 14.257

Program contact: Sandra J. Miyoshi - Financial assistance to prevent

homelessness and provide rapid

re-housing

1. For each group/category or program/project for which ARRA funds have been obtained,

please provide the following information:

(a) A brief summary of the program/project, including goals;The HPRP funds are intended to prevent homelessness by assisting two populations

facing housing instability: 1) individuals and families who are currently in housing

but are at imminent risk of becoming homeless and need temporary financial

assistance to prevent them from becoming homeless, or assistance to move to

another unit (prevention); and 2) individuals and families who are experiencing

homelessness and need temporary assistance in order to obtain housing and retain it

(rapid re-housing). Eligible activities under HPRP include: 1) financial assistance(short and medium-term rental assistance, security and utility deposits, utility

payments, motel/hotel vouchers); 2) housing relocation and stabilization services

(case management, outreach and engagement, housing search and placement, legal

services, credit repair); and 3) data collection and evaluation.

(b) Whether funds were appropriated for expenditure by a federal agency, were

awarded as a formula/block grant to a State or county agency, or were awarded on


Funds were awarded on a formula basis wherein the States award isspecifically for the three rural counties.

(c) Whether matching funds are required, and, if so:

(i) Are they available;

(ii) Have they been secured;

(iii) If they have not been secured, why not; and

(iv) Will the State be required to continue that match or provide increased/full




The State was required to substantially amend its annual Consolidated Plan

for 2009, and receive approval of the amendment from the Housing andUrban Development.


The total amount of funding is $2,166,888, which must be expended in SFY2010-2012


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Homeless prevention and rapid re-housing are already top priorities in theHawaii Strategic Plan to End Homelessness. The State also has programsthat provide homeless prevention grants and Housing Placement assistance.This federal initiative provides the State with additional resources toaccomplish the proactive priority of homeless prevention.


program/project, including expenditure of funds, with other federal, state, and

county agencies;

The State worked with the continuum of care consortium called Bridging theGap which meets every other month for half a day. The members includethe representatives of the three rural county governments and chairpersonsof the three neighbor island county community based planning groups:Maui Homeless Alliance, Community Alliance Partners (Hawaii County) and

Kauai Continuum of Care. Representatives of the three counties developedthe scope of the program and reviewed all applications for funding pursuantto a Request for Proposals. They provided their recommendations forfunding which was incorporated into the funding awards.


The Federal Government provided a very specific list of eligible activities forthe program. All eligible activities listed by the Federal Government wereincluded in the local programs.

(i) Efforts made to provide public notice and seek public comment/input or, if public

comment/input was not sought, why;Bridging the Gap was consulted about the funding opportunity and membershelped to design the program and send out information relating to theprogram. A Request for Information (RFI) was then issued to seek publiccomment and provide notice of funding availability. The RFI was widelydistributed in the rural communities through the Continuum of Care groupsas well as through the County agents serving with Bridging the Gap.Comments were received and reviewed and questions answered. TheRequest for Proposals followed with a period allotted for questions andanswers, prior to acceptance of proposal applications.

(j) Efforts made during the bidding/award process to ensure that it was transparentand that the funds were awarded based on merit and in a prompt, fair, and

reasonable manner;

Each County Continuum of Care group provided one person to serve on thereview panel for a total of three from the counties and one from the State.Teleconferences were held among the reviewers to brief all and to provide fordiscussion on the proposals received. All of the proposals were subject to thesame scoring review as cited in the Request for Proposal. All reviewers came


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to consensus on the awards prior to notification of the applicants. Theevaluation and grading are part of the public record for any interested partyto review.

(k) Measures employed to: (1) reduce duplication of efforts, (2) ensure that funds

were used for authorized purposes, and (3) prevent cost overruns, fraud, waste,

error, and abuse;

(1) The allowable uses and the goals of the award are very narrow.Nonprofit agencies already engaged in community services for the homelessand homeless-at-risk applied for grants to provide financial assistance ineach of their island communities. The grant application review committeemade awards to provide geographical access to assistance for all ruralcommunities.(2) Aloha United Way was solicited to provide screening of all applicants forfinancial assistance to ensure that the applicants had not already availedthemselves of the same assistance from another provider agency.

Additionally, the Department of Human Services Homeless Programs (DHS-HPB) will provide ongoing oversight of the contracted provider agencies toensure the funds are used for authorized purposes.(3) The provider agencies are contracted to require documentation of need;make checks for financial assistance out to the landlords and not the renter;and maintain ongoing case management services with clients. Additionaloversight of provider agencies file documentation and payment requests isprovided by the staff of DHS-HPB. No agency will be permitted to exceedtheir contract budgets.


have been obtained, percentage of awarded funds encumbered and/or expended,and what part(s) of program/project have been completed; and

All of the funds have been awarded and encumbered within the HUDdeadline of September 30, 2009. The funded agencies are in the verybeginning process of expending the funds, so no reimbursement requestshave yet been received.

(m) Actual or anticipated economic impact to the State of the program/project,

including the number of jobs saved/created and the long-term public benefits of

the program/project.

The Homelessness Prevention and Rapid Re-housing program (HPRP)

funding is a boon to the State where many families are experiencingeconomic distress in terms of lost jobs, reduced hours of employment, andreductions in entitlement programs. The HPRP program provides financialassistance to keep families stabilized through financial crisis. The program isexpected to provide 786 families with rental and other financial assistance tokeep families housed and 3,011 households with housingrelocation/stabilization over the next 12 months.


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2. For other programs/projects, if ARRA funds, such as competitive grants, were available

for a program/project but were not sought or were denied, please briefly describe why the

funds were not sought or why they were denied.

Thus far, no other competitive funding opportunities have been made available toaddress housing for the homeless or financial assistance for the homeless at risk.

3. Please describe:


encumbrance, or expenditure of funds, including procurement, late/delayed

federal guidance, and reporting requirements;

Several operational barriers were encountered with regard to the HomelessManagement Information System (HMIS) reporting requirements, the latefederal publication of additional reporting requirements, and the glitchesencountered in IDIS, the HUD database for setting up activities andpayments for the stimulus funds.

(b) The effect of those barriers/constraints; andThe new requirements and the glitches in the HUD database created somefrustration on the part of contracted provider agencies and HomelessPrograms staff, but most could be mollified with patience and assistance.

(c) If and how they were mitigated.The States HMIS consultant was contracted to set up the new databasereporting requirements using the administrative funds provided by the HUDgrant. The late breaking additional reporting requirements were quicklycommunicated to the provider agencies along with the requisite forms anddetail. And finally, HUD assisted staff in bypassing the software glitches to

set up the activities and payment schedule in the IDIS database.


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DEPARTMENT OF HUMAN SERVICES/

HAWAII PUBLIC HOUSING AUTHORITY - Award ID: HI08S00150109

Program: Federal Public Housing - CFDA#: 14.885

Program contact: Mark Buflo - Financial assistance to carry out

capital and management activities

for public housing agencies, as

authorized under section 9 of the

United States Housing Act of 1937

1. For each group/category or program/project for which ARRA funds have been obtained,

please provide the following information:


Assisting the PHA in carrying out capital and management activities atpublic housing developments in accordance with the requirements of theARRA including Title XVI general provisions of the ARRA, in order toensure that such developments continue to be available to serve low incomefamilies. The following projects and scope are currently budgeted under theARRA grant.1) Hale Hauoli, physical improvements to include re-roofing, exterior

painting, site improvements, ADA work, parking lot lighting upgradeand renovation work to the 9 residential buildings and the community

building. Budget $2,800,000.2) Kahekili Terrace, physical improvements to include replacement of

solar hot water systems and storage tank for 3, 3-story buildings, 11 2-story buildings and 1 single story building, replacement of roofingmembrane, spall work, exterior painting, gas water heater, plumbing,electrical and incidental related work. Budget $3,448,000.

3) Kaimalino and Kealakehe, roof and miscellaneous repairs. Interiorfloor repair and extensive replacement of ramp ways and stairs,sidewalk repair and replacement, exterior repair of stairs,handrails/guardrails, parking repaving and re-striping. Budget$1,831,483.

4) Kalanihuia, physical improvements to include re-roofing, elevatorlobby repairs and improvements, extend roof awning, install bufferwall on each floor, install weep holes on exterior walls, interior andexterior improvements for ADA and Vision Handicapped units.$340,000

5) Makani Kai Hale I & II, physical improvements to includereplacement of exterior siding, replacement of windows, sliding glassdoors, screens and frames, painting of exterior of all buildings, repair


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electrical conduits and service equipment, fumigation of all buildings,re-roofing, replace relocate gutters and downspouts. Budget$2,200,000.

6) Makua Alii Structural and Spall Repairs, replacement of existingmetal roof, reroof all low roofs and repair high roofs, replace rain

gutters and downspouts, repair cracked planter boxes and installhandrails for fall protection, repair concrete spalls, cracks andreplace all deteriorated CMU grille work, Repair and renovate vacantunits number 1909, 1910 and 1911, and repaint all exposed surfaces ofthe building exterior. Budget $3,500,000.

7) Alternate: Mayor Wright Homes, physical improvements to includere-roofing of 3 buildings (24,26 and 30). Est cost $100,000.

8) Alternate: Vacant unit repairs at Mayor Wright, Hale Hookipa,Nanakuli Homes, Kauiokalani, Maili II, Noelani I and Ke KumuEkolu.

9) Administration Costs: $1,600,000

10) Contingency: $525,960

It should be noted that projects #7 and #8 listed above are listed as alternatesin the event that bid offers come in lower than the budgeted amounts. Thiswill provide the HPHA with excess funds which can be used to fundadditional projects.

The HPHA is also obligating up to 10% of the capital fund grant, as allowedby HUD, for administrative costs (as listed in #9). These include costs suchas, construction management, travel, inspection, and reporting requirements.



The ARRA funds were awarded to the Hawaii Public Housing Authority as ablock grant from the U.S. Department of Housing and Urban Development(HUD) under the existing Capital Fund Program, CFDA 14.885/Grantnumber HI08S001501-09, on March 18, 2009

(c) Whether matching funds are required, and, if so:

(i) Are they available;

(ii) Have they been secured;(iii) If they have not been secured, why not; and

(iv) Will the State be required to continue that match or provide increased/full


There are no matching requirements.



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In order to receive the capital funds, the Hawaii Public Housing Authoritywas required to submit an Annual Statement and Board Resolution No. 15which adopted revisions to the Annual Contributions Contract, AmendmentNo. 140.


The award total was $16,245,443 and must be at least 60% expended no laterthan 3/17/11, and 100% expended no later than 3/17/12.



The funds were intended for capital improvements and management

activities at public housing developments, in order to ensure that suchdevelopments continue to be available to serve low income families. HUDpriorities for the funds included:

Public housing agencies shall give priority to capital projects that canaward contracts based on bids within 120 from the effective date (of3/17/09).

Public housing agencies shall give priority consideration to therehabilitation of vacant rental units.

Public housing agencies shall prioritize capital projects that are alreadyunderway or included in the 5-year Capital Fund Plan.

Public housing agencies must provide a physical needs assessment, asspecified by HUD, using funds from this grant or other Capital Funds.

The projects that were selected met the priorities established by HUD.


program/project, including expenditure of funds, with other federal, state, and

county agencies;

The HPHA is the public housing agency for the State of Hawaii and is theonly entity qualified to receive the federal Capital Fund Block Grant fromHUD. The HPHA will continue to coordinate efforts with HUD to receiveand expend funds.



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The HPHA used HUDs priorities, the findings of the HPHAs physical needsassessment, and input from the public housing management staff.

(i) Efforts made to provide public notice and seek public comment/input or, if public

comment/input was not sought, why;

The HPHA received ARRA funds as an increase to the currently fundedcapital fund grant. To that end, the HPHA complied with existingrequirements and: 1) accepted public testimony at its regular monthly Boardmeeting on the list of proposed projects; 2) accepted comments from itsResident Advisory Board and the general public on the Five Year andAnnual PHA Plan at monthly meetings and public hearings held statewide;and 3) published a notice in the newspaper requesting public comments.

(j) Efforts made during the bidding/award process to ensure that it was transparent

and that the funds were awarded based on merit and in a prompt, fair, and

reasonable manner;

The HPHA is operating under federal procurement rules, as mandated bythe American Recovery and reinvestment Act, and the HPHAs Statement ofProcurement Policy as required by HUD.

(k) Measures employed to: (1) reduce duplication of efforts, (2) ensure that funds

were used for authorized purposes, and (3) prevent cost overruns, fraud, waste,

error, and abuse;

To date, no funds have been expended.


have been obtained, percentage of awarded funds encumbered and/or expended,

and what part(s) of program/project have been completed; and

1) Hale Hauoli: Budget $2,800,000. Bid opening scheduled for January2010

2) Kahekili Terrace: Budget $3,448,000. Bid opening scheduled forJanuary 2010

3) Kaimalino and Kealakehe: Budget $1,831,483. Contract executionpending environmental review documents. Anticipated in December

20094) Kalanihuia: Budget $340,000. Bid opening scheduled for January

20105) Makani Kai Hale I & II: Budget $2,200,000. Bid opening scheduled

for January 20106) Makua Alii Structural and Spall Repairs. Budget $4,275,960. Bid

opening scheduled for January 2010


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7) Administrative costs are immediately available to the HPHA uponsubmission of environmental review documents. Budget :$1,600,000

(m) Actual or anticipated economic impact to the State of the program/project,

including the number of jobs saved/created and the long-term public benefits of

the program/project.

The number of jobs retained/created cannot be calculated at this time. TheHPHA will continue to submit reports on the number of jobsretained/created on a quarterly basis via the FedReporting.gov database.The long-term public benefit of the project is that the State will be able tomaintain its current inventory of low income public housing units.

2. For other programs/projects, if ARRA funds, such as competitive grants, were available

for a program/project but were not sought or were denied, please briefly describe why the

funds were not sought or why they were denied.

The HPHA applied for competitive grants under the ARRA make ADA renovationsat targeted public housing sites. The HPHA was not selected primarily due to thelimited funding available and the highly competitive nature of the grant applicationprocess.

3. Please describe:


encumbrance, or expenditure of funds, including procurement, late/delayed

federal guidance, and reporting requirements;

The environment review documents required the review of the Office of theAttorney General. The HPHA is awaiting hard copies of the final approvalsfor submission to HUD.


The HPHA will obligate funds when the environmental review documentsare received and HUD has accepted the documents.

(c) If and how they were mitigated.

The HPHA held meetings with representatives from the Governors Officeand the appropriate agencies to resolve concerns about the monitoring of the

hawaii all dhs reports on stim spending 1209

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